Accounts Payable Clerk Resources

Campus-Wide Information

• University Mission

• University Strategy

• University Facts

• Staff Handbook

• Staff Holiday Calendar

• Academic Calendar

• Timecard for Hourly Employee

• Employee Performance Appraisal

• Emergency Procedures

• Organizational Charts: University-wide

• Organizational Chart: Academic Affairs – Schools & Departments

• Organizational Chart: Academic Affairs – Offices and Programs That Report to Academic Affairs

• Organizational Chart: Business Office

Position-Specific Information

• Business Office Departmental Mission Statements

• Business Office Forms

• Accounts Payable Website

• AP-Grants-Foundation Task List w/Responsible Person

Accounts Payable Policies – Procedures – Regulations

Accounts Payable – Policies

Agency Funds Policy

Awards, Gifts, and Prizes Policy

Dues and Memberships Policy

Moving Expense Reimbursement Policy

Procurement Card Policies and Procedures Manual

Records Management Policy

Travel Reimbursement Policy

Accounts Payable – Procedures

Ordering and Payment Procedures

Accounts Payable – Regulations

IRS Name/TIN Matching Process

Merchant Category Codes to Determine Reportable Payment Card Transactions-IRS

Non-Resident Aliens – Withholding of Tax

Prevailing Wage Law-State of Missouri

Specially Designated Nationals List (SDN)-OFAC

Unclaimed Property-State of Missouri

W-8 Form-IRS

W-9 Form-IRS

1099 Tax Reporting Instructions-IRS

Business Office Forms: click HERE

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Purchasing Policies

Bid Procedure Guidelines

Conditions of Purchase

Open Bids

Vendor Manual

Accounts Payable Clerk Task Analysis

Roles & Responsibilities	Written Procedure(s) (Yes, N/A)	Frequency	Specialty Knowledge Needed	Competencies Needed	Difficulty	Resources
Daily To-Do List	Yes, written instructions	Daily		Time management and organization	Low to Medium	Daily Itinerary AP-Grants-Foundation Task List w/Responsible Person
Learn and understand basic fund accounting, budgets, and accounts payable	Yes, written instructions	Ongoing	Banner financial system	Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting	Low to Medium Difficulty: fund accounting is not frequently taught in accounting courses; knowledge of basic accounting concepts should expedite learning	Introduction to Accounts Payable – TechnoFunc Basic Accounting Training for Departments Program Manual Frequently Asked Questions (AP & Purchasing) Nonprofit Accounting 101 from Easy Office Fund Accounting FOAPAL explanation from Mississippi State University Debits and Credits
Learn and understand basic Banner financial system navigation	Yes, written manuals	Ongoing	Banner financial system	Ability to learn and use software systems; self-motivations; willingness and desire to learn	Low to Medium Difficulty: software system is not intuitive; will arrange training session with ITS staff
Foundation payments		Daily	Banner financial system; fund accounting; general ledger; budget balances; University/Foundation expense policies & procedures	Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting	Medium Difficulty: due to volume of information and items to be reviewed; several on-the-job training sessions are likely to be needed for task to be learned	Foundation Voucher Review
Direct payments entered in FAAINVE (student workers do much of the entering after AP clerk audit of paperwork; Laura also has access to enter payments, if students and AP Clerk are unavailable)		Daily	Banner financial system; fund accounting; general ledger understanding; budget balances; University/Foundation expense policies & procedures	Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting	Medium Difficulty: due to volume of information and items to be reviewed; several on-the-job training sessions are likely to be needed for task to be learned	Invoice Number Procedures for Vendor Payments Direct Pay Invoice Payments-How to Enter in Banner
Expense report reimbursements entered in FAAINVE		Daily	Banner financial system; fund accounting; general ledger understanding; budget balances; University/Foundation expense policies & procedures	Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting	Medium Difficulty: due to volume of information and items to be reviewed; several on-the-job training sessions are likely to be needed for task to be learned	Direct Pay Invoice Payments-How to Enter in Banner See policies table on this webpage
PO and encumbrance invoice entering in FAAINVE		Daily	Banner financial system; fund accounting; general ledger understanding; budget balances; University/Foundation expense policies & procedures; support documentation requirements	Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting	Medium Difficulty: due to volume of information and items to be reviewed; several on-the-job training sessions are likely to be needed for task to be learned	Purchase Order Payments-How to Enter Invoice in Banner Change Orders Receiving Reports-when they are not needed
FYI Only for AP Clerk: Audit University and Foundation documents prior to entering payments	Yes, step-by-step written procedures since there are several items that must be reviewed	Ongoing	1099 and 1042 tax reporting; SDN laws; prevailing wage laws; non-resident alien requirements; MO 2% entertainment tax rules; understanding of accounting numbers in financial system	Attention to detail; time management; effective communication with colleagues; basic math skills; desire to learn; independent	Medium Difficulty: due to volume of information and items to be reviewed; several on-the-job training sessions are likely to be needed for task to be learned	Payments Audit-Summary Payments Audit-Detailed See policies table on this webpage
Answer questions about Accounts Payable policies	N/A-too varied of a responsibility	Ongoing	understanding of policies	Effective Communication (both listening/gathering information and responding/conveying information); Customer Service skills; Critical Thinking; Decision Making; Judgment	High Difficulty: steep learning curve due to multitude of possible questions; extensive understanding of Accounts Payable policies is needed (learning curve until employee gains confidence is estimated to be 9-12 months; proficiency in this area can take over a year)	See policies table on this webpage
Travel/Meal Advances-track that backup has been submitted on time and review/audit of the backup	N/A	Weekly		Math reconciliation skills; communication skills; time managements	Low Difficulty: brief period of training required (task should be learned within two on-the-job training sessions)
Awards-Gifts-Prizes reporting forms (log & check taxability through Payroll/1099)	N/A	Weekly		Attention to Detail; Time Management	Low Difficulty: brief period of training required (task should be learned within two on-the-job training sessions)	See policies table on this webpage
Answer budget questions	N/A-too varied of a responsibility	Ongoing	Banner financial system; accounting string; fund accounting	Ability to analyze budgets; understanding of fund accounting; effective communication skills; problem solving; critical thinking; ability to learn and use software systems	High Difficulty: steep learning curve due to multitude of possible questions; extensive understanding of budgets and financial system is necessary (learning curve until employee gains confidence is estimated to be 9-12 months; proficiency in this area can take over a year)	Basic Accounting Training for Departments